Health Records
How do I obtain a copy of my health records and medical images (CDs)?
Information is released only as authorized by the patient, legal representative or as authorized by law. If you were ever a patient at Sunnybrook Health Sciences Centre, you can direct us to send copies of your health record by submitting a written request to the Health Records and Patient Registration office at the campus where you were treated (including Holland Centre, Sunnybrook campus or the Odette Cancer Centre).
How do I direct my request for information from my health record and medical images?
Requests must be in writing and must include the signature of the patient or legal representative of the patient (e.g. in the event of a minor). This would apply if you are asking for access to and/or copies of your own record (for personal use), or if you are asking for your records to be released to another health care provider, insurance company, or other individual of your choice. The written request must include the patient's name, patient's date of birth, hospital file number (if known), mailing address of where the information is to be sent, the purpose of the request and what information is to be sent. The request must be dated, signed by the patient or substitute decision maker (proof required) and witnessed. Requests are valid for 90 days after receipt.
Requests can be submitted as follows:
Electronically
Complete the online form. The form will be electronically submitted.
IMPORTANT: Please carefully read instructions pertaining to requirements such as payment and documentation. Requests will not be processed until all applicable fees and required documentation is received in Health Records.
Via fax
You can download, complete and sign the form below and fax to Health Records Department as follows:
| Campus / Area | Fax #: | Phone #: |
|---|---|---|
| Sunnybrook / Bayview Campus | 416-480-6123 | 416-480-4433 |
| Odette Cancer Centre | 416-480-4639 | 416-480-4638 |
| Holland Centre | 416-480-6123 | 416-480-4433 |
IMPORTANT: Along with the completed form, you must also send two valid pieced of government issued identification, one of which must be a photo ID, persons without a driver’s license or passport may provide one valid piece of government issued identification, e.g. OHIP card.
Authorization for Release of Personal Health Information (PDF)
Via mail
You can download and mail the completed form below to as follows:
| Sunnybrook Campus / Holland Centre Health Records Department – Room E123 Attention: Release of Information Department 2075 Bayview Avenue Toronto, ON M4N 3M5 |
Odette Cancer Centre Health Records Department – Room T2-201 Attention: Release of Information Department 2075 Bayview Avenue Toronto, ON M4N 3M5 |
IMPORTANT: Along with the completed form, you must also send two valid pieced of government issued identification, one of which must be a photo ID, persons without a driver’s license or passport may provide one valid piece of government issued identification, e.g. OHIP card.
Authorization for Release of Personal Health Information (PDF)
Via email
You can download the Authorization for Release of Personal Health Information (PDF) and email the completed form to roi@sunnybrook.ca.
IMPORTANT: Along with the completed form, you must also send two valid pieced of government issued identification, one of which must be a photo ID, persons without a driver’s license or passport may provide one valid piece of government issued identification, e.g. OHIP card.
Do I need parental consent if I am a youth?
For people under 14 years of age, a parent or legal guardian is required to submit the request on your behalf.
What happens if I am inquiring about records for a deceased patient?
To obtain records for individuals who are deceased, authorization is required from the Executor of the estate. Proof of executorship or legal signing authority must be submitted with the request.
How do I go about requesting birth information?
If you require information about your birth (e.g., proof of birth, time of birth, etc), please submit a written request that includes your mother's full name at the time of your birth, your mother's date of birth and your birth date.
Administration Fee
There is an administrative cost for requests that are required for purposes other than continuing patient care. A pre-payment fee must be submitted with your written request.
Where do I pick up a copy of my health records including medical images?
Given the evolving situation surrounding COVID-19 and in efforts to preserve the health and safety of visitors and staff, pickup of Release of Information pickups at our health records windows has temporarily been stopped.
ALL completed requests will be delivered via Canada Post.
Locations and Hours of Operation for Health Records:
M1 HDR Express Desk:
Monday to Friday: 8:30 a.m. to 4:30 p.m.
Saturday/Sunday and Stat holidays: CLOSED
HDR E123 (E-wing, 1st floor)
Monday to Friday: TEMPORARILY CLOSED
Saturdays/Sundays and stat holidays: CLOSED
Odette Cancer Centre Health Records Department (2nd Floor, T2)
Monday to Friday: 8:30 a.m. to 3:30 p.m.
Saturdays/Sundays and stat holidays: CLOSED
Note: To access the Odette Cancer Centre Health Records Department please take the North elevators to the 2nd floor.
Service provided:
- Review and process request
- Burn CDs
- Pickup of processed request
- Receive/process/pickup research requests
Holland Centre
Medical Imaging release of information will continue to be supported by the Medical Imaging Department in Room O228 on the 2/F West at the Holland Centre.
Health Records Department
For futher questions or to a request for access to patient information please contact the campus you were seen at:
Bayview Campus & Holland Centre
Health Records Department
Room E123
2075 Bayview Avenue
Toronto, Ontario
M4N 3M5
Phone: 416-480-4433
Fax: 416-480-6123
Odette Cancer Centre
Health Records Department
2nd Floor, T2
2075 Bayview Avenue
Toronto, Ontario
M4N 3M5
Phone: 416-480-4638
To access the Odette Cancer Centre Health Records Department please take the North elevators to the 2nd floor.
